5/6/2003

Page 1

June 27, 2006

TO:UW-System Controllers, 1099/W2 Contacts, System Administration

UW-Madison Deans, DBR’s, Directors, Departmental Chairs, Department Administrators, Travel Contacts, Accounting Services Management, Pre-Audit Staff, EC&BS

FROM:José A. Carus, Jr.

Tax Compliance Manager

SUBJECT:Using Current Versions of Internal Revenue Service (IRS) Forms

The Tax Compliance area and the staff processing payment transactions have noticed that our campus departments are currently using various versions of IRS forms. This can cause a problem because the IRS periodically changes the information requirements on the forms and we could be in non-compliance if we don’t use the current forms. Use of a non-current form will delay payment processing because the non-current form has to be returned to the preparer and the current form completed before the payment can be processed in order for us to be in compliance.

We need everyone’s help in making sure that current forms are being utilized. Please forward this letter to your contacts who deal with any kind of IRS forms, especially those dealing with non-resident aliens, to let them know that they need to go to the IRS forms web page at and download the current versions of the forms they use. Please remember to also download the associated instructions for the forms. We also have a link to the IRS at the Accounting Services Tax web page at Please discard old version of IRS forms as they cannot be used any longer.

Of major importance are the following forms that relate to non-resident aliens:

  • Form W-7:
  • The W-7 form is the application for IRS Individual Taxpayer Identification Number (ITIN).
  • This form was last revised January 2006.
  • Form 8233:
  • This form is used to claim tax treaty benefits for Compensation for Independent Personal Services of a Nonresident Alien Individual. Information on the use of this form can be found at the Accounting Services Tax web page at
  • This form was last revised December 2001.
  • Form W-8BEN:
  • W-8BEN is used to claim tax treaty benefits for scholarships/fellowships. Information on the use of this form can be found at the Accounting Services Tax web page at (
  • This form was last revised February 2006.

As future changes in forms occur I will notify you and post the notice on the Tax web page so everyone is kept current. If you or your contacts have questions on the forms to use or on completing the form please contact me and I will be happy to help you.

At this time I am sending this letter to the Accounting Services Web Master for posting on our tax web page at for reference purposes.